18.10. Supplier instructions for submitting tenders via Excel

This is an old revision of the document!

As a supplier, you may be invited to participate in a tender managed using mSupply. The client may send you a tender template Excel document in xlsx format, which you are expected to complete and submit for evaluation.

You must use Microsoft Excel to view and edit the tender template. Microsoft Excel 2016 or newer has been tested to work with the tender template xlsx file. Theoretically Microsoft Excel 2007 should be fine, but this has not been tested.

The tender template will look something like this. You can also download a reference template from here: supplier_tender_reference_template.xlsx

The yellow section contains the item that you may bid for. Do not modify any contents of the yellow section.

The blue section is where you can enter the price for the items you wish to bid on.

The currency and the manufacturer column should appear as a dropdown list. View currency pop down list If this doesn't work, please make sure you are using Microsoft Excel and that the version supports xlsx file format. Contact the client if you suspect that the xlsx file is wrong.

Do not change the cell format. If the cell is set to text or number, then it must be left as it is. Changing the cell to a different format will cause issues later with information potentially being lost.

The Excel file has the header row frozen, allowing you to scroll down the list and enter data while still being able to view the corresponding header.

The Excel template contains three worksheets. Do not modify the name of the worksheets.

TenderItems: Main worksheet containing the tender items.
ManufacturerList: Contains the manufacturers that populate the manufacturer dropdown list in the main worksheet. Do not add to the list of manufacturers manually as this list needs to come from your client.
CurrencyList: Contains the available currencies that populate the currency dropdown list in the main worksheet. Do not add to the list of currencies manually as this list needs to come from your client.

A more detailed information regarding the tender template columns and cells is described below.

Serial number	Column	Field	Description
1	1(D)	Organization name	Pre-filled. Displays the mSupply store's organization, cannot be changed.
2	2(D)	Supplier code	Pre-filled. Cannot be changed.
3	3(D)	Supplier Name	Pre-filled. Cannot be changed.
4	4(D)	Supplier ID	Pre-filled. Cannot be changed.
5	5(D)	Tender ID	Pre-filled. Cannot be changed.
6	10(A)	Internal Line ID	Pre-filled. Cannot be changed.
7	10(B)	Line #	Pre-filled. Cannot be changed.
8	10(C)	Item Code#	Pre-filled. Fixed by the tender, cannot be changed.
9	10(D)	Item Name	Pre-filled. Fixed by the tender, cannot be changed.
10	10(E)	Requested Number of Packs	Pre-filled. Cannot be changed. 30 alphanumeric characters.
11	10(F)	Requested Pack size	Pre-filled. Cannot be changed.
12	10(G)	Requested Total Qty	Pre-filled Cannot be changed.
13	10(H)	Units	Pre-filled. The unit the quantity is measured in e.g. tablet, mL, g, bottle, vial, ampoule
14	10(I)	Offered Pack Size	Mandatory. Number greater than zero (default = 1). The pack size (number of units in one pack) you are offering.
15	10(J)	Offered Price per Pack [DAT - Deliver at Terminal]	Mandatory. The price you are offering for each pack.
16	10(K)	Currency	Mandatory. The currency of the quoted price. Choose the required currency from the dropdown list. If the currency does not exist, enter the new currency here manually.
17	10(L)	Expiry Date	Mandatory. Expiry date of the quoted product, which can be a specific date or an expiry from delivery (e.g. 12 months). This field can be plain text.
18	10(M)	Delivery Time	Mandatory. Estimated time between the goods leaving the supplier’s premises and delivery to the customer (.e.g. 5 months).
19	10(N)	Supplier Item Code	Optional. Your supplier item code, if any.
20	10(O)	Manufacture Name	Optional. Choose the required manufacturer from the dropdown list. If the currency does not exist, enter the new manufacturer here manually.
21	10(P)	Comments	Optional. Enter any comments that should be considered in the evaluation process (e.g. brand provided, quote only applicable if all needle sizes are awarded etc.).

This specifies the currency for your quote, which is set for each item. Select an available currency from the dropdown list.

If the required currency is missing, it means the client has never handled this currency in mSupply before. You may enter the new currency in this column using the appropriate three letter abbreviation from this link:Currency Abbreviation.

The example above shows Canadian Dollars (CAD) is being quoted for this item. Excel will alert you that this is a new currency. Click OK to continue with the new currency.

On your next tender with the same client, your currency of choice should already be present on the spreadsheet.

The name of the manufacturer can be chosen from the drop-down list. Typing the first few characters of the manufacturer's name will show a list of matching manufacturers. Click to select one.

If the manufacturer drop down list shows, the it is a good sign that your Microsoft Excel is OK.

If the manufacturer does not exist, this means that the client has never processed drugs from the manufacturer that you wish to bid with. Similar to the currency column enter the new manufacturer name and the excel will confirm if you want to continue.

Chances are on your next tender with the same client, you manufacturer of choice will be present on the excel.

Entry rules

Leave the row empty / unfilled if you choose not to bid for the item.

Multiple bids for the same item is allowed by copying and pasting the entire row. The “Internal Line ID” must be part of the copy as it is very important.